[Hiring] Executive Assistant and Board Liaison @Civitas Networks for Health

Civitas Networks for Health raises the voices of local health collaboratives putting in the hard work to change the way health care operates. From the secure exchange of life-saving data to the accountability of multi-stakeholder health improvement initiatives, our member organizations have built the most trusted, connected, and inventive programs to serve their communities, regions, and states. By supporting these nonprofit collaboratives and sharing their successes with other programs and at the national level, Civitas is helping speed progress toward higher quality, better connected health care in the U.S.  

Civitas is a small, high-performing, fully remote team of public health and health care association management professionals who are working to build our new organization both to serve our 170+ member organizations across the country and to deliver on our mission. Our members represent regional health improvement collaboratives, regional and statewide health information exchanges, all-payer claims databases, health data organizations, and affiliated organizations. Our federal and national grant-funded programs focus on multi-site data-driven approaches to advance health and health equity. The ideal person to serve in this role is looking for an opportunity to grow within a dynamic nonprofit organization with an important mission and is interested in developing subject-matter expertise in Civitas’ areas of focus.

Position Summary 

This is a full-time, associate-level position that is responsible for administrative duties and Board communication in the organization. We are looking for a self-starting, motivated person who excels at organization, and time management and furthering the mission of our organization’s work by assisting the team to be most effective and efficient with their time.

This role is responsible for confidential administrative support to the CEO and executive leadership, providing administrative support including managing calendars appointments, virtual and in-person meetings, and travel. The Executive Assistant and Board Liaison will research, compile, draft, edit, and proofread correspondence, documents, presentations, proposals, and reports, and coordinate materials to ensure the team is prepared for meetings.

Due to the existence of multiple open positions within our organization, we want to inform all applicants that interviews for this specific role will not commence until the latter part of October. We appreciate your patience and understanding as we diligently review all applications and ensure a comprehensive selection process.

Responsibilities

Administrative Support to the CEO and Executive Leadership

• Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercise discretion in committing time and evaluating needs.
• Assist and support the CEO in preparing for meetings, including preparing meeting materials, keeping track of meeting progress and follow up items, and preparing and revising correspondence and other documents, as necessary.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Attend meetings as requested and take notes of discussion; prepare the initial draft of minutes and summaries.
• Plan, coordinate, organize and help at various company meetings, events, and celebrations.
• Manage the travel budget and book all executive air travel, land transport, and accommodation as well as communicating those arrangements with a high level of detail and follow through.
• Coordinate work with other Civitas staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Prepare, reconcile, and submit expense reports.
• Maintain confidentiality of highly sensitive information.
• Manage complex office administrative work requiring the use of independent judgment and initiative.
• Lead the process of virtual filing and organization of documents in systems such as Teams/SharePoint and Salesforce.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or as needed.

Board Liaison

• Serve as a point person/liaison for Board Member requests and administrative needs relevant to their roles with the organization.
• Schedule and provide logistical support for meetings of the Board of Directors and its committees, working directly with Board Members and their scheduling staff. Generate agendas and other materials for meetings of the Board of Directors and its committees and maintain Teams/SharePoint sites for Board materials.
• Take and generate minutes for Board Meetings, Committee Meetings, and other executive meetings and forums as assigned.
• Maintain Board distribution lists and contact information, send out and track annual Conflict of Interest Forms and Disclosure Forms.
• Support yearly Board election operations in partnership with executive leadership.
• Provide logistical support for additional meetings at the request of executive leadership.

Requirements

Civitas understands that job requirements sometimes exclude people who identify with historically marginalized groups from applying to jobs for which they are qualified. Even if you don’t meet 100% of the specific requirements listed below, or if you achieved these requirements through unconventional channels, we encourage you to apply.

• Associate or bachelor's degree with a major in business administration or a healthcare/public health related field, or equivalent work experience.

• 3-6 years of experience in an administrative role, ideally in a nonprofit or other membership organization or association.
• Experience with governance and operations of nonprofit Boards of Directors, including bylaws, policies and procedures, and communications standards.
• At least 2 years of experience in a remote workplace setting preferred.

• Excellent computer skills with a high level of competency in Microsoft Office products. Comfort and experience with remote communications tools such as Slack, Teams, and Zoom.

• Excellent interpersonal and customer/client service skills, with an open and collaborative work style and commitment to get the job done. Must be curious, thorough, and extremely detail oriented.
• Demonstrated commitment to high professional ethical standards.
• Demonstrated experience effectively communicating and working with senior-level executives.
• Strong time management skills and an ability to organize and coordinate multiple concurrent projects.

Compensation

• Salary range: $55,000-$65,000/year for the full-time position depending on qualifications and experience. Eligible for a performance-based bonus.
• Full-time benefits include:
  • Four weeks of paid time off and 12 paid holidays per year (increasing to five weeks of paid time off after 5 years of employment).
  • Medical, dental, and vision coverage.
  • Life, short-term, and long-term disability insurance.
  • 401(k) retirement plan with 3% employer matching.
  • Cell phone stipend, laptop, external monitors, dock, keyboard, and mouse as needed.
  • Yearly professional development stipend after 1 year of employment.

Civitas Networks for Health is a qualifying employer for the federal Public Service Loan Forgiveness (PSLF) Program. Please refer to the PSLF requirements on StudentAid.gov for more information.

Location and Travel Requirements

• This is a fully remote position with occasional travel requirements (generally up to 4 domestic trips per year).
• You must live and work in the US. Our team primarily works East Coast hours, with team members in multiple states, and the expectation is that this person will be available during East Coast core hours of 12 PM to 4 PM ET.
• While the position is fully remote (no physical office location), employees must have a private and reasonably quiet place to work at home with consistent and fast internet and phone access.

Civitas Networks for Health is an Equal-Opportunity Employer. We are committed to building a team that represents diverse backgrounds, perspectives, and skills. Offers of employment are contingent upon the completion of a satisfactory background check.